ESBD_File_343736_701-23-019 Addendum 2 for ESBD.pdf

Texas Education Agency RFP 701-23-019, Production of Digitally Recorded Materials for Texas Public Schools

Addendum 2, December 11, 2023

This addendum incorporates the following changes to the above-referenced solicitation:

I. Questions - The following questions and associated responses are hereby incorporated into the above-referenced solicitation:

1. QUESTION: If more than one contractor is awarded work, how will they be notified they are responsible for the orders in the TEA ordering system? (In reference to p. 8, Sec. 1.6 Budget, first paragraph) TEA RESPONSE: A contractor will be notified regarding the titles they are responsible for producing within a timeline that allows for receiving the source material from the publisher(s) and the production and delivery times required in the RFQ in Sec. 1.7.

2. QUESTION: Based upon HB1605 and the ability to remove or add books to approved Proclamation titles, will there be any “version control” data or capabilities for tracking in the TEA book ordering system (currently EMAT) that the vendor can use when those updated text situations arise? (General reference to HB1605 noted on pages 4-5, Sec. 1.2 Background and Defined Terms) TEA RESPONSE: If materials are updated, TEA staff will ensure that updated versions are clearly identified in the state ordering system for both affected contractor(s) and local education agencies. In addition, TEA staff will work with contractor(s) to provide guidance and updated materials as needed.

3. QUESTION: Regarding Attachment E: Task, Delivery, and Budget Plan, is a blended rate per page of book produced for Proclamation 2024 acceptable?

TEA RESPONSE: Contractor should provide a price-per-page amount; payment is generated when an ordered title is entered into the state ordering system and marked as “shipped.”

4. QUESTION: Regarding the duration and expense of the contract (reference p. 8, Sec. 1.5 Contract Term “contract execution to August 31, 2034”), will this be a cost-plus contract, meaning it will include an agreement to reimburse the contractor for expenses incurred plus a specific amount of profit (usually stated as a percentage of the contract's full price)?

TEA RESPONSE: TEA will provide instructions to the awarded contractor(s) to obtain login credentials to enter digitally recorded volume details in the current online, secure interface. A voucher is generated as each audio volume is entered and marked as “shipped” in the procurement system. The voucher is the official invoice and payment will be made through TEA’s online procurement system. Proposers must incorporate all expenses into a price-per-page amount. All payments will be based on volumes entered and marked as “shipped” in the state ordering system (currently EMAT).

5. QUESTION: Is the vendor able to negotiate a variable price during the duration of the contract period?

TEA RESPONSE: All pricing provided in the response should include a specific deliverable or a set of deliverables that demonstrate successful completion of activities.

6. QUESTION: We understand the scope is to develop "digitally recorded instructional materials" in the form of "audio books” for the following. Please clarify/confirm.

1. Proclamation 2024

2. State Board of Education (SBOE)

3. TEA-developed Open Education Resources (TEA-OERs)

TEA RESPONSE: See Section 1.1 of this RFQ “The awarded contractor(s) may also produce and deliver digitally recorded versions of instructional materials approved by the SBOE in future Instructional Materials Review and Approval (IMRA) cycles, for

RFQ 701-23-019, Addendum 2 2 future proclamations, or other instructional materials, such as TEA-developed open education resources, at TEA’s sole discretion.”

7. QUESTION: What is the volume of textbook titles for which audiobooks are required for each scope in the above list?

TEA RESPONSE: The report titled Proclamation 2024 List of Materials Adopted by SBOE may currently be accessed on the TEA website. It lists the materials adopted by the SBOE at its November 2023 meeting. This can be viewed as an example of the volume of textbooks adopted during the Review and Adoption process; the Instructional Materials Review and Approval (IMRA) process is a new process, so we do not have data regarding the volume of titles that will be approved in these cycles, which will begin in 2025. It is important to note that audio format of a state-approved title is only created if it is requested in the state ordering system.

8. QUESTION: How many pages are there in each textbook?

TEA RESPONSE: To get an idea of how many pages are included in the Proclamation 2024 titles, please access the Proclamation 2024 Pre-Adoption Samples on the TEA website.

9. QUESTION: What is the expected duration of each audiobook?

TEA RESPONSE: The duration of the audio format will depend upon the length of the individual title ordered. Please see the Proclamation 2024 Pre-Adoption Samples to access the titles that are included in Proclamation 2024, as an example of average textbook length.

10. QUESTION: Please share a sample audio book and the corresponding textbook title and any other associated documentation that will provide us an insight into the required effort.

TEA RESPONSE: Download Attachment J in Amendment 1 from the ESBD.

11. QUESTION: The Proclamation 2024-tab mentions Science Grade K-12, Technology Applications Grade K-8, Personal Financial Literacy and Economics, and CTE Courses as the subjects in scope for Proclamation 24 and SBOE. Which subjects and grades are to be considered for TEA-OERs?

TEA RESPONSE: The current TEA-developed open education materials can be accessed on the TEA Available Instructional Materials page of the TEA website. Contractors may be required to produce future TEA-developed open education resources, if requested in audio format.

12. QUESTION: Page 4 of Proclamation 2024 mentions Science (Spanish) as one of the subjects. What are the languages in which the audio books will be required?

TEA RESPONSE: The current Proclamation 2024 materials may be requested in English and, for grades K–6, Spanish.

Future IMRA Cycles may include Languages Other than English. To see languages included in the currently-adopted instructional materials, please review the Instructional Materials Current Adoption Bulletin on the TEA website. The bulletin is arranged by multiple list code (MLC).

13. QUESTION: What is the format of source input files that will be shared for the development of the audio books"?

TEA RESPONSE: Contractors will receive high-quality PDFs, print materials, and NIMAS files for each title that has the potential to be ordered in audio format.

14. QUESTION: Based on page 6, Proclamation 2024 document, we understand that curated audio books can also form a part of the deliverables. Please confirm/clarify.

TEA RESPONSE: The deliverables required by contractors are audio format of state-approved print materials requested in our state-ordering system for use by students who require accessible instructional materials.

15. QUESTION: What is the format and storage in which the digitally recorded master files are currently stored?

TEA RESPONSE: The awarded contractor(s) will be responsible for storing and maintaining all files and source materials for the term of the contract. MP4 file format is typically provided to fulfill audio orders, which may be transferred to students through applications that allow for page and chapter navigation or other features.

https://tea.texas.gov/academics/instructional-materials/review-and-adoption-process/p2024-list-of-materials-adopted-by-sboe.pdf https://tea4avcastro.tea.state.tx.us/imet/agreement.html https://tea4avcastro.tea.state.tx.us/imet/agreement.html https://tea.texas.gov/academics/instructional-materials/tea-available-materials/tea-available-instructional-materials https://tea.texas.gov/academics/instructional-materials/tea-available-materials/tea-available-instructional-materials https://tea.texas.gov/academics/subject-areas/languages-other-than-english https://tea4avfaulk.tea.texas.gov/ematevi/EMATREPORTS/RptInst/EM_CURR_ADPN.pdf https://tea.texas.gov/system/files/multiple-list-codes-2022-23_0.pdf

RFQ 701-23-019, Addendum 2 3

16. QUESTION: Please share your definition of when an audio book is considered as missing, damaged, or unacceptable material.

TEA RESPONSE: Must be delivered within 30 days of receipt of order and free of defects.

17. QUESTION: We understand the scope for the audio book is to narrate the written text as it is printed.

TEA RESPONSE: That is correct.

18. QUESTION: Do you have any preferred machine audio to be considered for this project?

TEA RESPONSE: The files may be produced using recorded human voice or synthesized speech. TEA does not have a preferred method of recording synthesized speech; please consider quality and user experience and refer to the guidelines in Section 1.7. If the question refers to choice of audio device for student use, that is based on student preference and what is most accessible for them (that would be decided at the local level).

19. QUESTION: Does the scope involve uploading the audio books to a platform or embedding them in any file? Please share details.

TEA RESPONSE: See Section 1.7 of this RFQ. Contractors will be responsible for providing information in the state ordering system and will deliver files directly to local education agencies as they are ordered. The ordering system will provide needed contact information and details so that the order may be fulfilled.

20. QUESTION: Please share the National Instructional Materials Accessibility Standard (NIMAS) files required to be followed in the samples.

TEA RESPONSE: Publishers are required to provide NIMAS files for all print components; these files are XML-based source files that can expedite the conversion process for accessible formats, including braille, large-print, or audio.

These files will be provided to the AIM producers, who can use them if it is necessary and beneficial to their production process. AIM producers are not required to use NIMAS files.

21. QUESTION: Please share with us the State accessibility requirements for Electronic Information Resources (EIR) specified in 1 TAC 206 and 1 TAC Chapter 213 that is required to be followed in the samples.

TEA RESPONSE: Texas Administrative Code (TAC) Chapter 206 is specific to state agency websites. TAC Chapter 213 is specific to accessibility standards for institutions of higher learning. Contractors will be providing audio format of prekindergarten and K–12 materials, as requested in the state ordering system. The state ordering system may only be accessed by approved users and cannot be accessed on the public-facing TEA website.

22. QUESTION: Will TEA/LEA share the Alt-Text for Images or will LearningMate need to create it?

TEA RESPONSE: Contractor to create Alt-Text for images as necessary.

23. QUESTION: Does TEA have any specific strategy to narrate the description of images, tables, or images that have text in them? Please share details and samples.

TEA RESPONSE: Refer to Section 1.7A and the narration guidelines of the National Library Service for the Blind and Print Disabled.

24. QUESTION: We are unable to access the links provided for samples creation:

1. Experience Chemistry - 9781418358891

2. Auténtico 1 – 9780328905461. Please help us with the access to these textbooks.

TEA RESPONSE: Download Attachment J in Amendment 1 from the ESBD.

II. All other provisions of the solicitation remain the same.

https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&ti=1&ch=206&rl=70 https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=213&sch=C&rl=Y https://www.loc.gov/nls/who-we-are/guidelines-and-specifications/ https://www.loc.gov/nls/who-we-are/guidelines-and-specifications/